Generate claim information to share with vendor

UXPROD-4186 - Getting issue details... STATUS

UXPROD-4134 - Getting issue details... STATUS

UXPROD-1845 - Getting issue details... STATUS

UXPROD-4168 - Getting issue details... STATUS

Problem(s):

When user has made the decision to make a claim for a piece of material the user will be able to generate and share that information with the vendor

Claim information can differ from one library (agency) to the next and even based on order type

Claims require management over time, there are often multiple events that occur while working on a specific claim.

Requirements and Use Cases:

Requirement	Status	Priority	Use Cases
(SAMPLE) Library must be able to print claim to pdf based on a specified template defined in Settings	PENDING	HIGH	Library has identified that a material due for receiving is "past due" based on expected arrival date and needs to notify the vendor of such. Library communicates via email or submits a claim in the vendor system. Copyright office will also send paper mail to certain vendors because they are required to send "Registered" mail that is signed and returned (often now they are sending pdf copies along side that paper copy)
	PENDING	HIGH	Copyright is actually sending claims to publishers. They manage claims differently from the rest of the library, different legal wording in claims.
	PENDING	HIGH	System identifies that a material due for receiving is "past due" based on expected receipt date. System alerts a user that the material is overdue so they can take action. System identifies the claiming deadline for the material in questions so the user is aware of whether a claim can still be made, or how much time they have left to complete the claim. LC groups rely on reports being generated from the ILS that identify what needs to be claimed OR users are manually identifying this (notice something is missing when opening a package or reviewing the list of expected issues)
	PENDING	HIGH	User is able to decide not to make claims for specific orders or based on the details of specific orders.
	PENDING	LOW	User is not ready to claim material but wants the notification to appear again after a specific interval
	PENDING	LOW	User is following up on a claim made by another librarian and that staff member is not available for consultation
	PENDING	MEDIUM	The ability to run a report/generate a list of "past due" expected issues would be very helpful, so that we can pick and choose which issues we want to claim and send to the vendor in batches, rather than issue by issue.
	PENDING	HIGH	Some vendors have very short claiming windows and LC does not have the staff to meet those deadlines in many cases. Automated electronic claiming would allow library to meet those deadlines. If we don't meet the claiming window we often have have to rebuy something and this value could be better sent else where.
Monographs Specific


Serials Specific
	PENDING	MEDIUM	Irregular shipments of serial issues is especially prevalent with exchange partners. In the case that there are 2 copies ordered it can be difficult to determine which issue for which copy should be claimed.

Questions:

Question	Status	Conclusion	Comments
Should claim forms be generated for a given order or a selection of orders?	OPEN
What order and receiving fields are required?	OPEN
Can you provide examples of your current claim form? For serials and for monographs
Is there a use case in which in serials receiving a received issue does not trigger a claim for the prior unreceived issue? I.e., should receiving an issue automatically trigger a claim if the previous issue is unreceived?	OPEN
Is there a use case for searching open claims or viewing all open claims?	OPEN

Notes

LC currently has Voyager Claim funcitonality disabled. This decision was made many years ago and the claim function was disabled because it was not granular enough and would result in too many distracting alerts.
1. Currently export list of items that need to be claimed from voyager. Voyager generates a claim file from the reporter module that is sent to servers where another system transforms that into a claim form.
Currently copyright office is manually reviewing titles and identifying what needs to be claimed
(From Dawn Rapoza) Tacking onto a point made by Megan: Even if receipts are checked in only at the holdings record level (Self-Contained Units; no check-in record used), I believe a purchase order is still created (Firm Order/Copyright/Exchange). Can order type (Firm Order/Copyright/Exchange) be used to differentiate between titles for which there are multiple orders? Other SMEs who have been doing this at LC much longer than I have can correct me if I'm wrong.
(From Dawn Rapoza) Tacking onto a point made by Lauren: Even though there might be a purchase order with type = Copyright and a second purchase order with type = Firm Order (used for purchased subscriptions in Voyager) for the same title (representing multiple "orders"), a check-in record for each order might not have been created, for any number of reasons. Though, I think, quite often, the step of creating the check-in record in Voyager simply might have been missed. This can result in issues not getting checked-in or otherwise incorrectly routing/handling issues, necessitating possible erroneous claiming, which the publisher may or may not honor. Just another added layer of complexity.